If you are reading this blog post you probably still have contradictory feelings about paper-based and paperless office.
Whether we are talking about startups or established vendors we’re all looking for every possible way to streamline operations, cut costs, and save precious time.
Moving away from paper-based content management to a fully digital workflow is one of the easiest ways to cut costs. Still, there are so many organizations that are fearful of making the switch to a fully digital enterprise.
If you’re in such a situation, it would be good to start thinking of some questions:
Are you afraid of the process of migration? Are you afraid that your employees would have difficulties in adapting to it? Or, are you still lying to yourself that you don’t need digitization and you are well of this way?
Whatever the reason is, let’s take a look at how your current way of managing documents could be harming, rather than helping your enterprise succeed.
The Weight Of Paper-based Enterprise Content Management
I love the 80es. Such an optimistic era. In 1975, Businessweek predicted that by 1990 paper would be dead.
30 years later, we are producing more paper than ever before.
According to the estimations made by Gartner Inc. things aren’t so “80es cool”:
- 3% of a company’s revenue is spent on managing paper, printing, filing, storing and maintaining files of information.
- An average office worker uses 10,000 sheets of paper a year.
- 50% of the waste of businesses is composed of paper.
Terrifying. Not that we didn’t reach the Businessweek’s predictions, we’re boldly going in the wrong direction.
Paper misuse in companies is not only an environmental tragedy, but it is also a monument to inefficiency.
Why? Because paper does not give enterprises the business intelligence and insight they need to succeed. Instead, paper is very often the cause of many harms.
Let me cover the most obvious ones.
1. Data Loss
Imagine a fire breaks out in your organization’s archive room.
All data is gone.
They demand answers.
But your organization is incapable of providing the information they need.
And yes, it doesn’t always have to be this dramatic. But the truth is things like this can happen, and physical files are much more prone to destruction compared to electronic files.
As an enterprise, you don’t have the luxury of doing nothing, and hope for the best.
You must plan ahead.
You must prepare for the worse, so you can always offer the best.
The best way to protect your business documents it is to implement a document digitization and Enterprise Content Management System that will lower your dependency on paper-based documents and rely more on digital documents.
2. Delays & Cost Escalations
According to the Paperless Project, an average worker spends around 40% of their time searching for information stored in emails and filing cabinets.
Also, the Paperless Project reports that a typical four-drawer cabinet keeps around 12,000 records and managing it costs $1,500 per year.
They also found that large organizations lose a document every 12 seconds, which can cost a company $350 to $700 a piece.
As you can see, paper archives are too time-consuming. They are too difficult to work with. Very expensive, and quite unreliable.
This is why paper archives very often cause delays and unwanted expenses. Digitalizing paper documents would make sure that the paper management cost goes down significantly. It would also ensure no document-loss happens ever again. And companies would keep expenses in check.
3. Communication Gaps
Document Management is a complex process. It encompasses many stages, processes, departments, and institutions. All of this requires communication.
Communicating around a single document within the same department is manageable. Scaling this up to thousands of documents, hundreds of employees, dozens of departments every single day… You get a very, very messy situation. A disaster waiting to happen.
If each document could be digital, and all communication to be “attached” somehow to that document, then every person that opens that document could instantly see all the necessary communication around it.
4. Poor or Wrong Decisions
Communication gaps lead to poor and even wrong decision. If there is a communication gap, that means that your employees don’t have all the information they need to respond to a certain task.
Your employees are decision-makers who are faced with time-bound goals that they must achieve. In such conditions when a decision is made in “an uninformed hurry” there is always the risk of mistakes.
5. Disappointed Clients & Bad Reputation
No organization wants the same client calling over and over again, asking for the same information for days on end.
Yet, it’s so easy for this to happen if the information they require is somewhere in the archive room at the end of the hall. In a box or a drawer, unorganized, unlabeled, and difficult to search through.
Sometimes, hiring more staff can’t solve the problem.
Sometimes, technology needs to step in.
6. Failing to Comply with Legal Requirements
Laws and regulations like the Sarbanes-Oxley Act (SOX) and the HIPAA require the maintenance of records in an organized, secure, and accessible way. And in the absence of digitized documents and Enterprise Content Management System, it is very difficult to organize an information repository so that it complies with applicable laws.
Businesses that use an Enterprise Content Management System will be able to follow legal requirements much easier, much faster, much cheaper.
Let me wrap up this section on paper-based Document Management.
Data loss, cost escalations, communication gaps, all these lead to one undesirable result: Your organization is outpaced, outperformed by similar organizations that have taken the step to go digital.
Despite all these problems that come with keeping things physical, there are organizations that still can’t take the next step toward digitalization.
Organization heads usually fear the unknown. They fear the workload, cost, problems of becoming a paperless organization.
One thing I can say is, the benefits outweigh all fears of any unforeseen problem. And, if you rely on an experienced company, there’s almost no risk of digitalization.
Why Go Paperless?
There are many reasons to accept digitization and go paperless. The first and most important one is to avoid all the harms I’ve mentioned in the previous section.
But, going paperless isn’t only about avoiding problems, reducing the carbon footprint and eliminating costs. It’s also about proactively improving productivity and reliability of government agencies and enterprises.
In a form-driven industry, digitization can reduce error rates, wasted time and automate repetitive manual data entry.
With that being said, the further you move away from paper files, the closer you move toward:
1. Better Security
Enterprise Content Management Systems have advanced security capabilities, especially when it comes to data access. With electronic Document Management Systems, it’s very easy to set up access rights for user groups, individual users, and even change these settings on a per-document level.
But, the security capabilities of Electronic Document Management Systems go beyond access rights. I am talking about electronic signatures, redacting confidential information, a creation of audit trails and much more.
Modern Enterprise Content Management Systems store all the data on a Cloud server. So even if your local archive burns down to the ground, and all your organization’s computers break down, your data will be safely stored on an Amazon cloud server.
2. Instant Data Access
When all of your documents are digital, accessing them is much easier.
With digitized documents and an Enterprise Content Management System, you can access data much faster and easier. If you use a cloud-based Enterprise Content Management System, you can access your data from anywhere in the world, from any device with an internet connection.
Another added benefit of going digital and using Enterprise Content Management Systems make your documents content searchable by keyword as well as using tags and other metadata.
The instant access and searchability that digitization brings will significantly improve your efficiency, your workflows, and the entire customer experience.
3. Effective Collaboration and Communication between Teams
Collaboration and communication are crucial to teamwork. And as we saw, paper-based Document Management is not the first thing you think of when someone mentions collaboration and communication.
Digitization, on the other hand, and Enterprise Content Management Systems do not only reduce the amount of paper in your office. They also make sharing of knowledge and information much easier.
Digitization will bring your employees closer even though they may be located at different places.
All of this makes modern Document Management Systems the go-to thing for collaboration and communication. I am talking about using one interface for communication, easy and fast access, pre-determined permissions, pre-determined workflows and so on.
And let’s not forget about customers and the collaboration and communication you are expected to accomplish with them too. Digitization will undoubtedly benefit everybody involved because your clients will also enjoy the interface for communication and the benefits of having an easily accessible digital copy.
4. Unlimited Data Storage
Paper takes up a lot of space. From archive rooms, storage rooms, filing cabinets, climate control, disaster prevention etc. and that’s not even the worst part. The worst part is that paper keeps piling up and often it is so fast that your staff will struggle to effectively and efficiently keep track of what’s where.
Digitization allows you to store all documents either on an on-premises server or on the Cloud, requiring much less space than a physical records archive. And the best part is that it is much more efficient than physical storage.
Large amounts of documents can be stored in a single computer, in just a few minutes and organized and sorted without a mistake.
5. Backup & Restore
The only physical way to backup paper documents is to make copies of them and add to your paper mountain. Digital files, on the other hand, allow an easier, faster and safer way of backup entire archives.
Thanks to these modern technologies and the Cloud you no longer have to worry about backup and restore. Modern Enterprise Content Management Systems will do that for you with a few clicks of a mouse.
6. Satisfied Clients
Having instant access to information means no more delays and unsatisfied clients.
Digitization allows you to respond to the changing dynamics of your customers, from customer demands to material shortages.
Well organized, stored and managed data undoubtedly increases the productivity of your staff which further results in increased efficiency. This, of course, makes the client satisfied with your work.
Another very important segment is the communication and collaboration we mentioned. Namely, with good collaboration and communication with customers, the customer experience is raised on a higher level.
Paper production is a massive contributor to greenhouse gasses, uses a lot of water, and is one of the major causes of deforestation. Printer ink and toners are no better. They contain volatile and hazardous substances that complicate waste management. All this makes large enterprises and government agencies to have a growing carbon footprint.
While recycling improves the situation a little bit, it still doesn’t and cannot undo the damage. Huge quantities of paper still end up in landfills or incinerators.
The best way to mitigate this eco-footprint is to simply reduce and even eliminate our dependency on paper documents. The idea of reducing paper on the other side is much more sustainable.
More and more companies value the environmental effect of digitization. The importance of a paperless office is not only about the business and workflow advantages. It is also about being considerate of the world at large and eliminating as much consumption and waste as possible.
8. Reducing Costs
Investing in digitization means reducing costs.
Imagine: no more paper, no printers, no ink, no postage fees, no more bulky filing cabinets occupying office space, no more energy wasted on document handling.
Paper itself does not cost that much. What costs enterprises with paper-based offices is the management of paper-based documents. Digitization changes all of this.
Time spent filing, organizing, and searching for paper documents is a time that could be spent on more productive tasks. Digitization allows you that and much more. As I mentioned, digitized documents are stored in a central repository which is basically a well-organized digital filing cabinet where all of your documents are secure.
All in all, Enterprise Content Management Systems provide a better communication and collaboration, lower costs, unlimited storage, instant access, and security.
Going paperless means increased efficiency and productivity. More satisfied clients and a safer environment. All of which could never be accomplished in a paper-based office. A paperless office is a smart and prudent goal for businesses and organizations.
We at Armedia have been on the cutting edge of helping agencies and businesses switch to fully digital Enterprise Content Management. Throughout our work since the early 2000es, we’ve literally digitized truckloads of documents. We’ve decluttered many offices, reduced the paper footprint of agencies, helped them serve more clients with less effort and less time.
How Armedia Can Help You Go Paperless
Besides all of the benefits mentioned earlier, Armedia also takes care of deliverables like a modern Document Management System, a customized Case Management System to fit your workflows, and in-house training of staff. Also, we are providing on-site interventions whenever necessary or online support when needed.
Throughout the years we found the need for a database migration software that will help us migrate large amounts of digital data from proprietary systems onto new, Cloud-based storage systems. For this reason, our team built an Enterprise Content Management migration software that we call Caliente.
Caliente can be used to import content from external feeds into managed content containers. With this migration tool, you can process millions of content files daily, without the risk of data loss or data corruption.
Using our Caliente database migration software we can do quick and painless one-time content migrations from one CMS to another. So in case you’re stuck with some old technologies that are no longer supported, Armedia can help you move off of these old Enterprise Content Management system onto new ones, like ArkCase.
Caliente has been used by many projects performed by Armedia and now it’s in use as a key element of many more projects. One such case was when we used Caliente to migrate millions of structured and unstructured pieces of content into a new ECM Documentum based Case Management system for the US Government Enforcement and Intelligence Agency.
The vision behind it was to replace the existing mainframe structured and paper-based data case system with a modern system that supports electronic workflows, records, comprehensive search, evidence tracking, and reporting.
To learn more about this awesome tool feel free to read this blog post
Our goal at Armedia was never to be someone that will offer just another solution. We strive to provide the best for our clients. In doing so, during the last 15 years, we have made many successful integrations that improved our work. Caliente is certainly just one of the many.
Trough Ephesoft we help many clients to achieve full digitization. Ephesoft advanced capture solutions help enterprises and Federal agencies to run more efficiently, to increase information accessibility, searchability, organization, and data extraction from scanned documents.
We used ArkCase for customizing Case Management.
We relied on AWS as a Cloud service provider.
We turned to Alfresco for compliant data storage.
Since recently, Armedia has earned ISO 9001:2015 certification for Quality Management System (QMS). ISO 9001:2015 is a globally recognized quality management standard developed and published by the International Organization for Standardization (ISO).
If you have any unanswered questions, please do not hesitate to contact us. And please do not forget to share this blog post on your Social Media so other people can learn about the perks of digitization and Enterprise Content Management Systems.
My friend and I ran into each other at the local post office and struck up a conversation. We quickly got into the current events of the recently mailed explosive devices to national political figures. We were just amazed at how fast DHS and USPS identified the person who was sending these explosives through the mail. It got us to thinking about how this information was put together and where records management came into play.
Here’s part of that conversation:
“The United States Postal Service scans and creates digital, bar-coded images that are stored in an electronic repository. These images were instrumental in helping to locate the person who mailed the explosive packages to political figures. What’s remarkable is how efficient the recorded image search must have been in order to quickly identify the origin source of the mail and create a correlation between the two.”
So, What Went Into This Discovery?
“First, from a Records Management perspective, the recorded images must have been captured using Optical Character Recognition Software, thereby enabling search within the image object and support auditability. This means that the associated metadata had to include a Date and Time Stamp, an estimated date range for inventory and retention purposes and some type of indicator of the sending or receiving postal facility for inbound or outbound processing.
It’s likely that this data collection occurs daily and when matched with associated video footage, helped to provide a more exact date and time stamp for the receipt of the suspicious packages into the outgoing postal facility.”
Applying Some Generally Accepted Records Management Principles
“Second, Information Traceability allowed for the postal service employees to locate the appropriate record index to narrow down the search.
This was likely done with a unified set of search parameters with other information repositories for cross-referencing and indexing as well as a possible metadata profile. Thus, the principle of Records Transparency and Availability were exercised.
Finally, the records were available (Principle of Availability) which suggests that the Postal Service has the means to identify, locate and extract recorded metadata and thus pull the actual record when an emergency condition arises. It also gives rise to the possibility of a special indexing parameter that was used to identify and track the sender of the potentially explosive mail packages.
This means the recorded information adhered to the appropriate authorities governing the management and control of postal records during the period of data collection, migration to a storage facility and final assignment of a retention schedule. “
Postal Service Record Keeping
Federal Record Keeping Requirements that govern the United States Postal Service do not allow for collection, management, and storage of information that relates to or can be used to identify individuals, save for Postal Service Operations and law enforcement purposes. (See General Policy overview)
Title 39 of the Code of Federal Regulations 233 provide the legal authorization of the postal inspection service that enabled this information to be captured and shared with law enforcement.
As part of the results of news reporting, we all learned that the postal service routinely scans all parcels that are entered into the mail system and stores that data in dedicated repositories. Those scanned images became official records since they are evidentiary of a common Postal Service Business Process and/or Practice. Federal records may come in any format, including text, images, documents, video or audio file.
Records Management is a growing business function and organizational capability. Strong record keeping services can be a great asset to any organization and in times of critical decision making, a tremendous asset in providing evidence of business functions and activities that can support legal discovery and decisions. As the example above proves, any electronically captured data can become a business record, given the right context and application of records lifecycle principles.
To Wrap Up
Armedia has significant technical expertise in document conversion and digital imaging as well as a growing expertise in electronically recorded information management. We offer our digital conversion services based on a thorough and working knowledge of Imaging Standards as recognized by Association of Image and Information Management (AIIM) and International Standards Organization (ISO) 16175, which governs Principles and Functional Requirements for Electronic Records in Office Environments and Requirements for Digital Records Management Systems.
We have the inherent knowledge, skill and capabilities in managing the digital transformation of an organization based on a staff and skills diversity of people with strong credentials and great experience in Document Conversion, Information Technology, Data Analysis, Electronic Record Keeping, and Electronic Case Management via our flagship case management product, Arkcase.
Visit us online at ArkCase and/or Armedia.
In the Case Management world, automation is not an unknown word. On the contrary, in Case Management, automation and digitalization have been a hot topic for the last few decades.
From classification to automated workflows, automation has been present in the world of large organizations. But, the one thing that has always been a problem in Case Management, and unfortunately, still seems to bother large organizations is paper-based documents.
In today’s world of Case Management where data access, security, and efficiency are crucial, many large organizations realize the importance of deriving value from data TRAPPED in paper-based documents.
According to a report by Wise, 4 out of 5 organizations say that they are trying to cut down the use of paper. Nearly a third of them place larger orders of paper than they did 5 years ago. And only 18 percent of organizations declare themselves as entirely paperless.
Numbers that won’t put a smile on any faces outside the paper production industry.
Let’s dig a bit deeper into this matter and see why paper-based documents are such a problem in the world of Case Management and how organizations can make things better.
The Case Management Problem With Paper Documents
While paper itself is not that expensive, the costs of managing paper documents could be as much as 31 times the cost of buying it.
In 2015, Corp Magazine reported that in the United States, organizations spend on average 8 billion dollars annually on managing paper. The report explains that organizations spend an average of $20 to file a document, $120 to find a misplaced document and $220 to reproduce a lost document.
CMSWire found out that 47% of employees believe that the strongest thing preventing organizations from becoming entirely paperless is the lack of paper management.
The very nature of paper documents does not allow for large organizations to appropriately manage, access, and search through them. Reports mention a PricewaterhouseCoopers finding, that employees spend up to 50% of their time searching for information amongst piles and piles of paper documents.
This lack of paper management means delays, unsatisfied clients, wasted time, and wasted money.
Let me raise another key question here: What about paper waste? How much do companies even care? Does your company ever think about this issue?
Paper comes at a tremendous cost to our planet and we all know that. But, according to the statistics, it seems that very few cares.
Let’s take a look at some facts I found in The World Counts report:
- Recycling 1 ton of paper saves around 682.5 gallons of oil, 26,500 liters of water and 17 trees.
- It takes an average of 5 liters of water to produce one piece of A4 paper.
- Printing a Sunday edition of the New York Times requires 75,000 trees!
- Paper accounts for 25% of landfill waste and 33% of municipal waste.
- Every tree produces enough oxygen for 3 people to breathe.
- 50% of the waste of businesses is composed of paper.
- S offices use 12.1 trillion sheets of paper a year.
So, the question running through my mind is:
Why waste any more money, time, and effort on managing paper documents when instead, you can rely on the next generation tools that can make Case Management much easier, faster, and much more effective. All of this while saving the planet from destruction.
Let me expand on the answer.
New Generation Tools vs. Paper-Based Documents
The world evolves every day and new technologies emerge on the market as we speak. Thanks to this ‘new generation tools’ large organizations can now enhance productivity, provide greater access to certain types of information trapped in paper documents, and improve their preservation options.
With this ‘new generation tools’, large organizations are now capable of easily turning all paper documents into electronic forms which are easy to access, easy to search through, and easy to classify.
Basically, these tools enable organizations to save themselves from all the troubles of managing paper documents and in the meantime, save the Earth.
I am talking about digitalization.
But, what Exactly does Digitalization mean?
Digitalization, also known as digital image processing is the process of converting information into a computer-readable format. Paper documents are converted into their digital representations called digital images. These digital images can further be used in various ways, including full-text searching or editing.
This process starts by scanning the original paper document. The original paper document is then represented by a series of pixels arranged in a two-dimensional matrix called a bitmap or raster image. This image is then kept either on a network or transferred onto a variety of electronic storage media.
There are 3 ways in which paper documents can be digitalized:
- Optical Character Recognition (OCR) – This method of document image processing makes an electronic conversion of images of typed, handwritten, or printed text into machine-encoded text. These images can either be a scanned document, a photo of a document, or a scene-photo.
- Intelligent Character Recognition (ICR) – This method is an advanced version of the OCR. It allows computers to learn different fonts and styles of handwriting to improve accuracy and recognition.
- Optical Mark Recognition (OMR) – This is the fastest and most advanced technique of document image processing. It allows checkbox regions recognition on scanned images.
Scanning paper documents make them instantly available. These techniques of document image processing produce 2 types of files which have separate uses:
- Master copy. This type of copy is created with the intent of replacing the original document. These copies are files with high quality and follow recommended standards that ensure complete and secure records.
- Access copy. This type of file is a copy of the master file created with an intent to provide regular access to users. This type of copy also follows certain standards. Access copies are generally lower in quality resulting in smaller file sizes which allow for easier access.
Unlike analog data, which in the process of copying and transmitting might suffer a slight loss of quality, digital data can be copied indefinitely with absolutely no degradation.
Digitalization also increases the possibilities for using the information contained within the documents. Scanning paper documents only make them instantly available in master copies and access copies, but it also allows their further processing, managing, and maintaining.
With over a decade of digitalization experience, we at Armedia learned to rely on Ephesoft as the leading innovator in this field.
For some that are not familiar with Ephesoft, allow me a bit of time to explain who Ephesoft really is.
Why Go Digital With Ephesoft?
Ephesoft offers advanced capture solutions that help organizations run more efficiently, increase information accessibility and searchability. It allows all this by automatically classifying, separating, sorting and extracting data from scanned documents.
Here’s why Ephesoft is a safe, reliable digitalization choice:
- Ephesoft makes business-critical information available to processes and customers faster and more accurately than legacy systems.
- It’s the only document capture and extraction system to employ RESTful APIs, which makes it easy to integrate with third-party systems.
- It’s open architecture and open-source, freeing up customers from proprietary black-box technology.
- It has faster deployments when integrating with CMIS-enabled systems, including Alfresco.
- It offers classification and separation without barcodes or separator sheets.
- It has free-form Extraction – barcodes, key values, regular expressions.
- It supports TIFFs, PNGs, PDFs, DOCs, XLSs, GIFs, and JPEGs.
- It provides a platform streamlined for ease-of-use and high performance.
- It’s browser-based so you don’t have to download it to a client system.
- It provides significant data entry savings through less manual keying.
- Ephesoft has Automated Learning for documents, emails, and faxes.
- It’s Internationalized and Localized – easy to brand.
- It provides LDAP and Active Directory Integration.
This September Ephesoft released Ephesoft Transact 220.127.116.11. Besides the benefits I’ve listed above, this new and improved version takes document image processing and data classification to a whole new level.
Let’s see why.
Ephesoft Transact 18.104.22.168
“Our goal is to make enterprise content capture and data discovery from unstructured data easily accessible and meaningful for decision-makers worldwide” Ike Kavas, Founder and CEO at Ephesoft.
For this particular reason, Ephesoft released their new and improved version of Ephesoft Transact.
As you can see from the image below, Ephesoft Transact 22.214.171.124 includes 6 stages. Each of them very important and inclusive to the process.
Now let’s take a glimpse at each stage separately and see how Ephesoft Transact 126.96.36.199 work.
- Capture. The first stage of the process is data capture. Ephesoft Transact 188.8.131.52 allows multiple ways of capturing data. From scanners, content services, mobile devices, etc., to UNC folders (network folders) and so on.
- Image processing. Once the capture stage is done, the process continues with image processing. At this point in the process, documents and images are prepared for classification. This phase includes: cleaning up, rotating, improving image quality, etc.
All of this allows the resulting document to be easily identified in the third stage.
- Classification. The third stage is where the system determines the type of document. This step determines if a document is, for instance, an invoice, customer record, or any other type of file specific to the industry involved.
As an advanced document capture system, Ephesoft Transact 184.108.40.206 needs only one or two samples to learn to classify the document.
For this purpose, Ephesoft uses Machine Learning algorithms, a variety of techniques for data classification like search content, images, barcodes, and one document merging.
If the system shows low confidence in any document classification it calls upon a human operator for confirmation.
- Extraction. At this point of the process, Ephesoft Transact 220.127.116.11 identifies the metadata within documents. The reason for the existence of this stage is because metadata is very useful in organizing, finding, and feeding documents into another type of business system.
- Validation. This is a stage where Ephesoft Transact 18.104.22.168 validates the documents, in terms of a human assistance. In cases where there are some smudges, spills, blurry characters, or possibly missing fields in the document, the system alerts for manual verification and correction.
- Export & Deliver. Once all the documents are validated, they are moved to a repository or other line of business system. These documents and data can be stored either on a local server or cloud-based storage, like Alfresco, Box or SAP.
As such, the entire process of Ephesoft Transact 22.214.171.124 improves productivity, increases transactional velocity, enhances data viability, and reduces processing costs.
This new version of Ephesoft Transact includes multiple new features and improvements build on Ephesoft Transact 126.96.36.199’s functionality and flexibility.
Let’s take a look at some of them.
New Features And Improvements Of Ephesoft Transact
Ike Kavas, Founder and CEO at Ephesoft talks about these new features and improvements stating:
“Pioneering advantageous features that improve our customers’ business processes is what we do, and our latest version of Ephesoft Transact 188.8.131.52 helps achieve that customer success.”
Let’s dig deeper into each new feature:
1. (Add-on) Transact 4 Mortgage
Transact 4 Mortgage is an extension of Transact and this add-on provides 2 possible solutions:
- Standard Solution. The standard solution of Transact 4 Mortgage is capable of processing 400 loan origination document types that are already trained and configured for classification with Ephesoft Transact.
- Premium Solution. The premium solution includes over 600 loan origination document types, also, previously trained and configured for classification.
This allows the customers to save up to 2,000 hours of implementation time or approximately an 80% reduction in configuration and deployment times for an entire enterprise. Shortening the time from several months to several weeks. Customers of this add-on will enjoy improved accuracy and efficiency for much shorter time.
This add-on is also capable of grouping documents of the same document type which can be of an enormous use and save additional time.
2. (Beta) Hybrid Cloud Plugin To Ephesoft Transact 184.108.40.206
For customers that need high performance that even cluster configuration of services cannot provide, Ephesoft introduces the hybrid cloud plugin.
This hybrid plugin for Ephesoft Transact enables organizations to offload the heaviest image processing or OCR demands to the AWS cloud. Thanks to AWS and parallel cloud processing, Ephesoft Transact offers users higher scalability for high performance and peak demands.
As you can see from the image above, only the image processing/OCR happens in the cloud, while the classification and extraction happen on the Transact server.
With the beta hybrid cloud for Ephesoft Transact, you only pay for what you use. This plugin can also save you money by sparing you from adding servers, maintenance, and workers to support higher processing loads. The beta version is limited to 10,000 free images monthly in a trial capacity.
3. Swagger UI
Ephesoft believes that the best way to connect and share data is through Open APIs. For that reason, they’ve decided to make documenting APIs possible with Ephesoft Transact 220.127.116.11.
Swagger UI support allows modern, easier, self-documented Web Services for developers.
The Swagger UI support comes bundled with Transact for developers looking for standardized documentation. This integration feature provides standardized documentation of Ehpesoft’s existing traditional web service APIs.
Ephesoft uses this technology to create two advanced workflow Web Services Open APIs for both Nintex and Microsoft Flow.
These features are beneficial for both developers and non-developers by allowing them to classify documents and extract information via a simple Web Services interface.
“Users can now quickly add document capture functions to applications, removing the need for manual data entry or human intervention and increasing efficiency, accuracy and time savings.” says on the official site of Ephesoft.
4. Microsoft Exchange Header Support (Enhancement)
In Ephesoft Transact 18.104.22.168, MS Exchange was introduced only for MS Exchange on the cloud. Now, with Ephesoft Transact 22.214.171.124, MS Exchange includes header support and ingestion of documents for an on-premise environment. This makes the Microsoft Exchange Header Support feature available for support on both on-premise and cloud platforms.
Users can now configure the email headers (Subject, From, To and Date) to be included in the batch.xml file when processing batches via AWS.
Adding on-premise support provides extra availability to customers and expedites processing through the system.
5. PDF/A-1b Compliance For Export
Transact has typically supported single and multi-page PDFs within the export module. From Release 126.96.36.199 to 188.8.131.52, Transact has supported PDF/A compliant PDF’s for export, but not PDF/A-1b.
Now, Ephesoft Transact 184.108.40.206 offers PDF/A-1b Compliance and supports searchable single and multi-page PDFs in both black and white as well as color.
The enhancement helps customers put in place more advanced archiving and long-term preservation of electronic documents into their repositories.
6. Fixed Form Extraction Performance Improvements
Ephesoft Transact 220.127.116.11 came out with significant performance improvements to the Fixed Form Extraction process for Windows, used for data extraction from checkboxes and signature detection.
Customers using 16 core system will see up to 70% to 80% performance improvement, and 32 core system users will see impressive improvements up to 250% to 300% performance gains.
Impressive, isn’t it?
The faster processing of pages per minute allows organizations to quickly access their data, make more informed decisions, and improve customer satisfaction.
These new features and improvements of Ephesoft Transact are changing the world of document image processing and Case Management.
Let’s Wrap Things Up
With all of the features and improvements done by Ephesoft in their newest version of Ephesoft Transact, they’ve made the existence of paper offices outdated.
All of this features contribute to creating the following benefits in the Case Management world:
- Entirely automated workflows which save time and increase productivity.
- Easy access to documents which in their paper form were difficult to locate not even search through,
- Integration with other applications which make ERP, CRM, ECM, and back-office programs document-capture-enabled,
- Cost Savings which comes with the removal of paper document management.
Protecting our customers’ best interest and always aiming towards achieving the best, our team decided that a document image processing solution like Ephesoft Transact is a must for our customers.
If you want to find out more about our collaboration with Ephesoft or about our Solutions, don’t hesitate to contact us.
What are your thoughts about digitalization? Please share them in the comments section below.
“The use of smart machines by enterprises can be transformative and disruptive. Smart machines will profoundly change the way work is done and how value is created. From dynamic pricing models and fraud detection to predictive policing and robotics, smart machines have broad applicability in all industries,” – Susan Tan, research vice president at Gartner.
Artificial intelligence (AI) is increasingly getting attention from enterprise decision makers. So, it’s not a surprise that AI use-cases are growing rapidly. According to Gartner, AI will achieve mainstream adoption by 2021, with 30% of large organizations using it.
Understanding AI and how it can be used in case management isn’t much complicated. In fact, the fear that appears in people when talking about AI comes from not knowing enough.
So let’s jump right on understanding the use of AI in Case Management.
Why AI In Case Management?
The simplest explanation is that AI is the capability of machines to learn from experience and perform specific tasks based on that knowledge.
AI can be very simple, like this example of the online chess game. But it can also be extremely complex. In any case, AI is meant to supplement, not to replace the human factor. And its knowledge can never go beyond what it has learned from humans.
As such, AI can leverage more data than the human brain could assess at any given point. From advances in data processing speeds, lower costs, big data volume, to the integration of data science into technology, AI has become the perfect assistant in Case Management.
AI and cognitive computing are set to revolutionize the ways in which large organizations store, archive, process, and extract information.
Let’s expand on this a bit more and see the top uses of AI in Case Management.
1. Automatic Processing & Data Classification
AI, or more precisely, Machine Learning, improves the processing capabilities of Case Management Systems by repeated exposure to data and actions.
This means that while the system is initially guided by a set of rules, its identification and processing capabilities continually improve.
In the case of Optical Character Recognition (OCR), the use of AI helps teams digitize large amounts of documents reliably and effectively.
This use of AI in Case Management enables fully automated identification and classification of data in documents. This makes case management more effective.
2. Data Extraction
As large organizations are overwhelmed with more and more data, it becomes significant to extract the relevant data in order to accomplish a certain task.
The ability of AI to accurately read the information and understand the context from data allows for taking data extraction to an entirely new level.
This helps legal workers save a lot of time and effort that otherwise would have been spent on the same task.
3. Document Clustering
Document clustering or, grouping data together by topic without prior classification, is another process made easy by the use of AI in Case Management.
This contribution of AI in Case Management helps employees to easily use data that was recognized as related by AI.
It allows legal workers to make inferences and find similarities that otherwise would not have been possible.
4. Advanced Security
Protecting organization assets is increasingly challenging. Cyber attacks constantly loom over large organizations and perpetrators’ actions and techniques are becoming more advanced than ever. But AI comes as helping hand even here.
The use of AI in Case Management can easily help organizations to improve security and protect data.
AI in Case Management is capable of detecting sensitive data and personal identifying information and marking that data as ‘data for special handling’. This way, sensitive data gets special attention and protection.
Thanks to Machine Learning and Deep Learning, AI in Case Management can detect unusual activities and patterns, including the movement of data packets. This means that AI can protect documents by safeguarding the files themselves, and with it, further improve security alongside whitelists, blacklists, and firewalls.
Also, by using highly accurate and secure biometric techniques, like facial recognition to identify employees who have permission to access data, AI can also prevent unauthorized viewing or alteration of data.
5. Data Analytics
Another interesting benefit of AI in Case Management is AI’s potential for data analytics. Using techniques like Machine Learning, predictive analytics, and data visualization, AI can easily help large organizations to optimize all operational processes by using the collected data.
Some of the best cognitive Platforms as a Service (PaaS) on the market, such as IBM Watson and Microsoft Azure Cognitive Services use this exact technique for data analytics.
These 5 are just a few of many uses of Artificial Intelligence in Case Management. I’ve spent more time covering this topic in another blog post: AI To The Rescue: Can Future ER Units Use Face Recognition To Save People’s Lives?
For decades now, organizations relied on proprietary case management solutions with usually limited ability to be creatively helpful. Using such solutions left too many organizations to struggle with disorganized workflows, backlogs, and data breach.
All this can be easily solved with a modern AI-powered Case Management solution.
With the use of AI, Case Management becomes more flexible, more precise, and more useful in the office. Early adopters will be the first to reap the rewards.
So, how about you? Have you ever thought about using an AI-powered Case Management Solution?
If you’re interested in AI-powered Case Management solutions, don’t hesitate to contact us. And, if you have any thoughts on this topic, feel free to share them with us in the comments section below.
Now that your firm has decided to finally do something with all the documents in assorted boxes, file cabinets, offices, storage rooms and warehouses, you need to figure out how to really get it done. Most importantly – what is it going to cost? How long will it take?
At Armedia our approach is to give you the answers.
We recently received a request to quote nineteen, four drawer file cabinets. Our first question was – how big are the filing cabinets? The response: standard cabinets. Ok – just to be clear – standard to who, to what?
At Armedia we understand there are dozens of different sizes for 4 drawer file cabinets. They can be 12”, 24”, 36” wide or even larger. How deep are the cabinets? Some file cabinet drawers seem to go on forever when pulled open. Are the pages placed in an 8.5” x 11” letter width or are they set in a legal format? The width definitely affects the volume of documents contained inside. One Armedian first thought there would be 50,000 pages to be scanned but when asked to consider these other sizes it showed it could be up to 500,000 pages to be scanned. Size matters.
Knowing the scope up front is the first priority.
To help you know what you have in your documents we need to know:
- How large or small: what is the size of your project?
- An office full of cabinets
- warehouse with thousands of banker boxes
- combination of files, cabinets, offices, boxes, warehouse
- how full are the boxes or cabinets
- When do you want it done?
- What is your bottom line turn around?
- What is your budget?
- Is the budget for one year or to cover multiple years?
- Is there a fiscal deadline?
- What type of documents do you have?
- Fragile which require Manual scans
- Documents cannot go thru a high-speed process and require extra care and effort
- Non-manual which allow for High Speed
- Any document that can be done quickly with little effort
- Page size
- Legal, letter, ledger, oversize, receipt, post it note
- Type of paper documents
- sticky notes
- architect drawings
- carbon copies
- Media Conversions
- Security Level
- Confidential PII
- Secret / Top Secret
- Number of boxes and file cabinets to scan
- Location for items
- Dimensions of boxes and cabinets
- Damage to documents
- How many will require repair and special attention
- Age of documents
- Paper younger then 10 years
- Paper older then 11 years may require special attention
- clips or staples
- spines – can they be cut?
- Will items need to be rebound after scanning?
- How many of each do you have to scan?
- Are there items not to be scanned mixed in with scan items that need to be sorted?
- Are personal or non-essential items mixed in with files?
After reading the above questions I am sure your response is like all our other customers; a weary ‘I don’t know’.
Don’t worry – Armedia knows how to find the answers. Armedia will send over trained document assessors to review and determine the scope of your work. Our team will tag each box, cabinet and office with what they contain. You will have a visible form providing you with the answers to your project scope. A clear reminder to folks as to what is tagged to be scanned to make their work life easier and uncluttered.
We will know that your nineteen, four-drawer file cabinets contain exactly 350,000 letter size pages, bound by staples, clips, have a few sticky notes, some are double sided, paper age under 10 years and all need to be scanned within 45 days of receipt within current fiscal year. Now we can determine a fair and equitable price of your project.
Armedia also has experience in being shown into a storage room where everything needs to be scanned. Our trained team begins the process of reviewing files, tagging boxes, cabinets, and drawers to provide an exacting summary of the project.
Our team has even gone into a cluttered office to remove car tires, box up folders on the floor, organize misplaced files in boxes on shelves to take what a client thought was 5 cabinets to scan but turned out to be 112 boxes of files to be scanned. This client was amazed by the work our team did to restore their space and attain an exacting number of documents to scan.
In this specific case the Director was quite pleased we only showed the ‘after’ photos in our summary presentation as there was no way they would want their leadership to see how poorly their team had cared for their historical documents.
Armedia strives to leave places better than we find them.
A really quick way to determine the cost for your scan project is to know the total volume of items to scan. To start we need to know how many document pages are to be scanned. How many pages involved is to know the number of inches to be scanned. If we consider a brand new ream of paper, with no clips, paper issues or other concern, it holds 500 sheets of paper. If they were scanned it would be 1000 double sided scans. Do the math on your project – better yet – let Armedia come in and do it for you.
But remember extra work on documents requires extra costs. The quality of the documents and the age will affect how the items can be scanned. If we need to repair pages, cut book bindings or keep spines intact to scan, rebind items, or scan fragile documents, it require additional time which equals more money.
Don’t let the scope of your project worry you. Let Armedia understand your answers to the above questions as we will be able to provide an excellent price for you to get your job done right, on time and within budget. We can discuss pricing per page, file, box, or space. We want to understand your plan and will work with you and your team to meet the objectives.
Let’s begin the process. Call or email us today.
Learn more at www.armedia.com.
Safely, Securely, Successfully Scanning Documents